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ADC 196 

Business Rules for SDRs Resulting from LRO for 

DLA-Managed/NAMI-Owned Material 

1. ORIGINATOR: 

 a. Service/Agency: Defense Logistics Agency and U.S. Army DLA/J-3731, 

phone: DSN 427-2527 / Commercial (703) 767-2527 

 

 b. Non-Army Managed Items Product Support Integration Directorate (NAMIPSID) DSN 793-5091 / Commercial (309) 782-5091 

2. FUNCTIONAL AREA: Primary: Supply/SDR 

3. REFERENCE: DLAI 4140.55/AR 735-11-2/SECNAVINST 4355.18a/AFJMAN 23-215, 

Reporting of Supply Discrepancies

4. REQUESTED CHANGE: 

a. Title: Business Rules for SDRs Resulting from LRO for DLA-Managed/NAMIOwned Material 

b. Description of Change: This change request defines the proposed routing and 

processing of SDRS that result from DLA Inventory Control Point/Integrated Material 

Manager (ICP/IMM) directed Lateral Redistribution Order (LRO) shipments under the total 

asset visibility (TAV) program. This proposed routing and processing change is only 

applicable for DLA- directed LRO shipments under TAV where the material is managed by 

DLA but owned by the TACOM Rock Island, IL, Non-Army Managed Items Product Support 

Integration Directorate (NAMI-PSID) (RIC AJ2) and shipped from an Army site. All other 

SDRs for redistribution under TAV will be sent to the ICP/IMM as per current policy. This 

change updates the overarching regulatory guidance for distribution of SDRs and specific 

business rules when TAV LRO SDRs are involved. 

c. Background: Normal WebSDR/DAAS routing policy requires SDRs to be sent to 

the managing IMM for action when the SDR is submitted against a TAV lateral redistribution 

shipment. However, due to an anomaly in the business rules for interpreting DAAS history, 

current WebSDR logic is routing SDRs to NAMI (AJ2) when the SDRs involve shipments for 

DLA IMM directed LROs under TAV, if the material is owned by AJ2 and shipped from an 

Army site. Both DLA and Army are in agreement that this practice should continue and have 

agreed to additional business rules to support this process. 

d. Procedures: 

(1) When a Supply Discrepancy Report is submitted for a DLA-directed LRO 

under the TAV process [identified as an A4_ with distribution code 2 (identifying consumable 
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items) in record position 54] where the material was managed by DLA, owned by NAMI 

(AJ2) and shipped from a CONUS Army site, the SDR will be sent to AJ2 as the action 

office. DOD WebSDR will also generate an information copy of the SDR to DLA via DLMS 

format when the managing IMM is SMS. DLA will hold the information copy of the SDR 

pending receipt of the recommended disposition from AJ2, via the 307 response for not longer 

than 55 days. After 55 days has elapsed, the DLA ICP will follow up for recommended status 

to AJ2. 

(2) AJ2 will research the discrepancy and forward their recommended 

disposition to the managing DLA IMM for final action. The SDR reply may contain up to 

three reply codes to address customer requested actions. One of the SDR reply code’s must 

be 307 (SDR forwarded to DLA). The reply code 307 will trigger WebSDR/DAAS to 

properly route the SDR. 

(3) The DLA ICP will review the Army’s recommended disposition and make 

the final decision on the discrepant shipment (i.e. process credit/debit as applicable). The 

disposition may include a full range of discrepancy dispositions. DLA will act as the broker 

in the TAV process. Therefore DLA will be responsible for reversing credits previously paid 

to the Army, issuing debits to the requisitioner, and potentially deleting poor performers from 

the TAV process based upon agreement with NAMI RIC AJ2. 

 (4) In situations where an Army site shipped wrong material or an overage, 

AJ2 will be responsible to provide the customer with disposition and/or directions for 

returning the wrong Army-owned material or overage. If material is to be retained by the 

customer, AJ2 will also be responsible for financial actions as appropriate. DLA will not 

reimburse the shipper for wrong item shipments and overage shipments of Army owned 

material as this fall outside of the DLA managed/directed shipment responsibilities of original 

shipment requirements. 

 (5) When the DLA ICP receives the SDR reply from AJ2 with a 307 

disposition, DLA will route to the appropriate DLA Resolution Specialist (BSM) or Inventory 

Tech (S9_). DLA will authorize/process credit or debit for the customer on the original DLAdirected shipment as applicable. DLA will also determine reversal requirements of financial 

transactions sent to AJ2 to pay for material ordered, for packing/crating and handling, and 

transportation costs incurred to ship the material to the customer when applicable. 

 

 (6) DLA BSM/SAMMS systems will provide a reply transaction to WebSDR 

which will trigger a second reply to the customer. In addition, WebSDR will send an 

information copy e-mail reply to AJ2. This second e-mail confirms DLA financial action and 

keeps AJ2 informed of status should the customer contact the AJ2. If NAMI funds are 

involved, AJ2 requires this notification of credits to monitor NAMI AWCF Budget Program. 

 (7) If a customer sends a hard copy SDR to DLA, DLA will enter the SDR into 

WebSDR and ensure that the action activity is identified as AJ2. DLA will not contact the 

Army shipper. All interfaces will be between the DLA IMM and AJ2. AJ2 may contact the 

Army shipper or the requisitioner (customer) as needed.
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e. Detailed Business Rules: Implementation will be enhanced over time in three 

phases: 

 (1) Phase I - Immediate Implementation 

 (a) SDRs will be entered into WebSDR. If SDR is entered by Army, Army 

(AJ2) will enter the SDR twice (in AEPS and in WebSDR). If a hard copy SDR is submitted 

to DLA IMMs/Depots, DLA will enter the SDR into WebSDR and always direct to Army 

(RIC-AJ2) for action. If SDR is misdirected electronically to DLA IMM, the DLA IMM will 

forward the SDR to AJ2 using the WebSDR forwarding function. 

 (b) WebSDR/DAAS will route an Action Copy of the SDR to AJ2 via an email. WebSDR will route an information copy of the SDR report (00) to DLA IMM systems 

(BSM for SMS managed items via DLMS 842. No information copy will be provided for 

SAMMS for S9_ managed items. 

 (c) WebSDR will assign a document type code 7T to all SDRs which are the 

result of an LRO under TAV (DIC A4 with Distribution Code 2 (Also use the 7T when 

Distribution Code 3 for reparable items are identified – this is not applicable to the NAMI 

agreement, but is applicable for SDRs). The text for e-mail and reports as applicable will be 

7T, SDR - Customer Originated, Lateral Shipment under TAV. WebSDR will pass only the 

first position to SAMMS and others identified systems if they cannot accept the two digit 

code. 

 (d) Army (RIC AJ2) as the action activity will conduct research to determine 

validity of the discrepancy. For SDRs with a valid discrepancy, AJ2 enter the reply into the 

AEPS system using Code 101-Credit Authorized/Recommended. For SDRs with an invalid 

discrepancy, AJ2 will use code 102- credit not authorized/recommended. Other valid/invalid 

code replies may also be used as applicable. In addition, Army will enter the reply disposition 

information into WebSDR using the “respond to an SDR” screen. AJ2 will use reply code 

307 to forward the SDR to the managing DLA IMM. AJ2 will also use the additional 

applicable disposition codes as entered in AEPS. 

 (e) WebSDR/DAAS will send an 842 DLMS transaction (reply 22) to DLA 

BSM for SMS managed items. WebSDR will send an S7A/S7W transaction to the 

appropriate DLA S9_ ICP for all S9_ managed items. This will require mapping of the 

reply/disposition code(s) and reply comments to the S7 format. Basic mapping is the same as 

currently used for report mapping to the S7 format; all specific deviations to be documented 

by DLA separately. Refer to Enclosure 1. 

 (f) DLA IMMS will provide the final reply information into SAMMS/BSM 

based upon recommendation and evaluation from AJ2 reply. [DLA IMMs need to recognize 

AJ2 reply as external reply requiring review.] DLA will transmit the final reply to 

WebSDR/DAAS. DAAS will generate an e-mail reply to the customer and an information 

copy to AJ2. 
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 (2) Phase II – Near-Term Implementation Enhancement: WebSDR will route 

the action copy of the SDR via a UDF format directly to the Army AEPS system using “quick 

fix” option. Remaining procedures are as described under Phase I. 

 (3) Phase III – Long-Term Implementation Enhancement: If SDR is entered 

into AEPS initially, AEPS will forward an info copy via WebSDR to the DLA IMM. If SDR 

is entered into WebSDR, WebSDR will route the action copy of the SDR to the Army AEPS 

system and an info copy to the applicable managing DLA IMM system using DLMS 

formatted transaction. If SDR is misrouted by WebSDR to the DLA IMM, the receiving DLA 

system/DLA IMM will forward the SDR (using reply code 504) via WebSDR to AEPS. 

Army will respond in AEPS using the 307 and additional appropriate reply codes. AEPS will 

route the reply transaction to WebSDR/DAAS using DLMS formatted transaction. AEPS 

will not e-mail customer; DOD WebSDR will send interim reply e-mail to customer. [see 

alternative below] DLA final reply will be transmitted to AEPS via DLMS formatted 

transaction. DOD WebSDR will send final reply e-mail to customer. Remaining procedures 

are as described under Phase I. 

5. REASON FOR CHANGE 

This proposed change documents a new policy and process and identifies what is 

expected from each Component activity. It also identifies and documents requirements for 

WebSDR/DAAS routing and processing of SDRs, Army processing requirements, and 

BSM/SAMMS requirements to complete the process loop. 

6. ALTERNATIVE: The interim reply provided to the customer under Phase III may be 

provided by AEPS rather than WebSDR. A decision on which system’s automatic e-mail to 

suppress or to provide interim e-mail form both systems has not be reached. 

7. ADVANTAGES AND DISADVANTAGES 

a. Advantages: This process change will improve processing of those SDRs that result from 

lateral redistribution orders of material which fall under Army ownership by NAMI-PSID (RIC AJ2), 

which were directed for shipment by a DLA IMM under the TAV process. This change will provide 

the DOD customer with quick response and disposition on his discrepant shipment. It will also allow 

the managing DLA IMM visibility of the complaint in order to measure the effectiveness of the TAV 

interface with Army. This change, if approved, will be reflected in DOD procedures. 

b. Disadvantages: None identified 

8. IMPACT 

a. Future processing of Supply discrepancies between DAAS/WebSDR, Army’s NAMI (AJ2) 

activity and DLA 

b. DLMS business rules and Component implementing guidance
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Enclosure 1 

DLA SDR S7 Message Format 

 FIELD POSITION 

DATA ELEMENT DEFINITION IN RECORD 

MESSAGE HEADER 18 AN 1-18 

MESSAGE LENGTH (‘1487’) 4 N 1-4) Require ‘1487’

MESSAGE DSS SITE CODE 4 AN (5-8) leave blank

 MESSAGE IDENTIFIER CODE 3 AN (9-11)

 MESSAGE IDENTIFIER ('S7') 2 AN (9-10) Required

 MESSAGE VERSION ('A') 1 AN (11) Required

MESSAGE ACTION CODE 1 AN (12) Required 

 'A' = ADD Required

 'C' = CLOSE 

 'D' = IDENTIFIED AS DUPLICATE COMPLAINT 

 'R' = REOPEN 

 'U' = UPDATE 

 MESSAGE ROUTING IDENTIFIER CODE (RIC) TO 3 AN (13-15) Required with 

what ever copy of SAMMS WebSDR is sending to (i.e. S9E, S9I etc)

 MESSAGE RIC FROM 3 AN (16-18) Required (SGA) 

DAAS RIC

MESSAGE DATA SECTION 569 AN (19-587 

 CDCS CONTROL NUMBER 9 AN (19-27) Blank 

 ISDR/WEBSDR CONTROL NUMBER 11 AN (28-38) Required-WebSDR 

contrl# 

 CUSTOMER CONTROL NUMBER 13 AN (39-51) optional fill 

from WebSDR 

 CUSTOMER CONTROL NUMBER SUFFIX 1 AN (52) optional fill 

from WebSDR 

 DEPOT ACTION CODE 1 AN (53) blank

 'A' = INFORMATION ONLY 

 'E' = ASSIGNED FOR ACTION 

 'V' = VALIDATION ERROR 

 RETRANSMIT INDICATOR 1 AN (54) blank

 'Y' = RETRANSMISSION OF SDR MESSAGE 

 BLANK = INITIAL TRANSMISSION OF SDR 

 MESSAGE 

 PREPARATION/SUBMISSION DATE (CCYYDDD) 7 N (55-61) Required from 

WebSDR (no change from what DAAS does today) 

 RECEIVED DATE (CCYYDDD) 7 N (62-68) Required from 

WebSDR (no change from what DAAS does today) 

 SUSPENSE DATE (CCYYDDD) 7 N (69-75) Blank 

 COMPLETION DATE (CCYYDDD) 7 N (76-82) Blank 

 CLOSED DATE (CCYYDDD) 7 N (83-89) Blank

 QUANTITY REPORTED 9 N (90-98) Required –must 

to be greater than 0 (no change from what DAAS does today) 

 QUANTITY RECEIVED 9 N (99-107) Required -Can 

be 0 or greater (no change from what DAAS does today) 
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 UNIT PRICE (9(9)V99) 11 N (108-118) Required no 

change than what DAAS does today 

 DOLLAR VALUE REPORTED (9(11)V99) 13 N (119-131) Required 

 NSN TYPE 1 AN (132) Required (no 

change from what DAAS does today) 

 NSN/PART NUMBER REPORTED 15 AN (133-47) Required (no 

change from what DAAS does today) 

 NSN 13 AN (133-145) Required if 

an N is in 132 (no chg from what DAAS does today) 

 (Blank Field) 2 AN (146-147) 

 UNIT OF ISSUE 2 AN (148-149) Required (no 

change from what DAAS does today) 

 CAGE PRIME 5 AN (150-154)Optional

 CAGE SUBCONTRACTOR 5 AN (155-159)may be blank

 CAGE PACKAGING 5 AN (160-164)may be blank

 DOCUMENT NUMBER TYPE 1 AN (165) Required (no 

change from what DAAS does today) 

 DOCUMENT NUMBER REPORTED 15 AN (166-180)Required (same 

as what DAAS does today) 

 DOCUMENT NUMBER 14 AN (166-179)

 SUFFIX 1 AN (180) suffix is optional

 DISCREPANCY CODES 12 AN (181-192)Required-need 

at least 1 disc code 

 

 
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 FIELD POSITION 

DATA ELEMENT DEFINITION IN RECORD

 DISCREPANCY CODE 1 4 AN (181-184) 

 DISCREPANCY CODE 2 4 AN (185-188) 

 DISCREPANCY CODE 3 4 AN (189-192) 

 DISCREPANCY COMMENTS (SEE NOTE 1) 60 AN (193-252)Only mandatory 

if for a wrong item. (same as DAAS does today) 

 'RECEIVED NSN/PN ' 16 AN (193-208)Only 

mandatory if wrong item identified (same as DAAS does today) 

 NSN/PART NUMBER RECEIVED 15 AN (209-223) Only 

mandatory if wrong item identified (same as DAAS does today 

 ' QTY ' 5 AN (224-228) Only 

mandatory if wrong item identified (same as DAAS does today) 

 QUANTITY RECEIVED 9 N (229-237) Only 

mandatory if wrong item identified (same as DAAS does today) 

 ' MGR ' 5 AN (238-242) Only 

mandatory if wrong item identified (same as DAAS does today) 

 MANAGER RIC 3 AN (243-245) Only 

mandatory if wrong item identified (same as DAAS does today) 

 (Blank Field) 7 AN (246-252)

 CAUSE CODE 2 AN (253-254) Blank 

 CAUSE COMMENTS 60 AN (255-314) Blank 

 CORRECTION CODES 6 AN (315-320) Blank 

 CORRECTION CODE 1 2 AN (315-316) Blank 

 CORRECTION CODE 2 2 AN (317-318) 

 CORRECTION CODE 3 2 AN (319-320) 

 CORRECTION COMMENTS 60 AN (321-380) Blank

 DISPOSITION CODES 9 AN (381-389)Optional for 

an ADD- to SAMMS but DLA ICP would need a disposition code from WEBSDR/NAMI to 

process the NAMI SDR- need at least 1 disposition code 

 

 DISPOSITION CODE 1 3 AN (381-383) 

 DISPOSITION CODE 2 3 AN (384-386) 

 DISPOSITION CODE 3 3 AN (387-389) 

 DISPOSITION COMMENTS (SEE NOTE 2) 60 AN (390-449)Not requirednote 2 but would be nice to have for ICP information 

 'RETURN MATERIEL TO RIC ' 23 AN (390-412)Required if .. 

note 2

 RETURN RIC 3 AN (413-415)Required if.. 

note 2

 (Blank Field) 34 AN (416-449) 

 ORIGINATOR DODAAC CODE 6 AN (450-455)Optional (same 

as DAAS does today)

 CONDITION CODE REPORTED 1 AN (456) Optional (same 
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as DAAS does today)

 SHIPPING ACTIVITY 3 AN (457-459)Optional (same 

as DAAS does today) 

 LOCAL USE 1 5 AN (460-464)Blank 

 LOCAL USE 2 5 AN (465-469)Blank 

 NOMENCLATURE 20 AN (470-89) optional (same 

as DAAS does today) 

 CREDIT AUTHORIZED INDICATOR 1 AN (490) blank 

 DEBIT AUTHORIZED INDICATOR 1 AN (491) blank

 PIIN TYPE 1 AN (492) optional 

field unless a “C” is entered. Then all fields need to be filled (493-

509)(same as DAAS does today) 

 PIIN 17 AN (493-509) PIIN 

ADDRESS 6 AN (493-498 

 PIIN BASIC 7 AN (499-505) 

 PIIN CALL 4 AN (506-509)

 CLIN 6 AN (510-515)optional

 SDR ACTION CODE 2 AN (516-517)optional

 ACTION OFFICE 3 AN (518-520)optional (this 

is where DSS/ISDR Assigns to DFAS but SAMMS does its own assigning if SDR 

comes from WebSDR 

 ACTION OFFICE ASSIGNMENT DATE (CCYYDDD) 7 N (521-527)optional 

 EMAIL ADDRESS 60 AN (528-587)optional (same 

 as DAAS does today) 
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 FIELD POSITION 

DATA ELEMENT DEFINITION IN RECORD

COMMENT DATA SECTION 900 AN (588-1487)Required need 

something from WebSDR in 588-827 (same as DAAS does today) 

 FROM ADDRESS LINE #1 60 AN (588-647) 

 FROM ADDRESS LINE #2 60 AN (648-707) 

 FROM ADDRESS LINE #3 60 AN (708-767) 

 FROM ADDRESS LINE #4 60 AN (768-827) 

 CUSTOMER COMMENT LINE #1 60 AN (828-887)optional 

(828-1127). The customers narrative—would be very good to have (828-1127) 

(same as what DAAS does today)

 CUSTOMER COMMENT LINE #2 60 AN (888-947) 

 CUSTOMER COMMENT LINE #3 60 AN (948-1007) 

 CUSTOMER COMMENT LINE #4 60 AN (1008-1067) 

 CUSTOMER COMMENT LINE #5 60 AN (1068-1127) 

 

DISPOSITION COMMENT LINE #1 (SEE NOTE 2) Blank (1128-1427) 

 60 AN (1128-1187) 

 'RETURN TO TRANSPORTATION OFFICER: ' 34 AN (1128-1161) 

 DISPOSITION COMMENT LINE #1 NARRATIVE 26 AN (1162-1187) 

 DISPOSITION COMMENT LINE #2 60 AN (1188-1247) 

 DISPOSITION COMMENT LINE #3 60 AN (1248-1307) 

 DISPOSITION COMMENT LINE #4 60 AN (1308-1367) 

 DISPOSITION COMMENT LINE #5 (SEE NOTE 2) 60 AN (1368-1427) 

 'MARK FOR MANAGER RIC ' 21 AN (1368-1388) 

 MANAGER RIC 3 AN (1389-1391 

', SDR RETURN.' 36 AN (1392-1427) 

 

POC/PHONE 60 AN (1428-1487) Optional for 

SAMMS but would like in order to have information on Army Person who worked 

SDR

 

NOTE 1: Contains formatted data when the complaint is assigned a Wrong 

Item Discrepancy Code (W_) (first occurrence only). 

NOTE 2: Contains formatted data when the complaint is assigned to DFAS 

(C__ or D__) or closed, and the Discrepancy Code is O_, Q_, C_, W_ or M_, 

and the Disposition Code is 105, 107, 108, 117, 127 & 134 (first 

occurrence only). 
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MANDATORY DATA 

MANDATORY TO OPEN: 

 ACTION OFFICE 

 any input on: 

COMMENT DATA - FROM ADDRESS LINE #1, 

COMMENT DATA - FROM ADDRESS LINE #2, 

COMMENT DATA - FROM ADDRESS LINE #3 or 

COMMENT DATA - FROM ADDRESS LINE #4 

 DISCREPANCY CODE 1 

 DOCUMENT TYPE 

 DOCUMENT NUMBER TYPE 

 DOCUMENT NUMBER REPORTED 

 QUANTITY REPORTED 

 RECEIVED DATE 

 NSN TYPE 

 NSN/PART NUMBER REPORTED 

 SDR ACTION CODE 

MANDATORY TO CLOSE or MANDATORY WHEN ASSIGNED TO DFAS: 

 COMMENT DATA - POC/PHONE 

 CAUSE CODE 

 CORRECTION CODE 1 

 DISPOSITION CODE 1 

 SHIPPING ACTIVITY 

MANDATORY WHEN MATERIEL RETURN (When complaint assigned to DFAS or 

Closed, and the Discrepancy Code is C_, M_, O_, Q_ or W_ and the 

Disposition Code is 105, 107, 108, 117, 127 & 134): 

 DISPOSITION COMMENTS 

 COMMENT DATA - DISPOSITION COMMENT LINE #1 

 COMMENT DATA - DISPOSITION COMMENT LINE #5 

MANDATORY FOR WRONG ITEM (When complaint's Discrepancy Code is W_): 

 DISCREPANCY COMMENTS